SPECIAL  REGULATIONS  NO.  58a 


PREPARATION  OF  PAY  CARDS 

AND 

SUPPLEMENTARY 

INSTRUCTIONS  FOR  THE  PREPARATION 
OF  ARMY  PAY  ROLLS 


''Va 


1918 


y 


WASHINGTON 

GOVERNMENT  PRINTING  OFHCE 

1918 


SPECIAL  REGULATIONS  NO.  58a. 


WAR  DEPARTMENT, 
Washington,  April  SO,  1918. 
The  following  instructions  for  the  preparation  of  pay  cards 
and  supplementary  instructions  for  the  preparation  of  pay  rolls 
are  published  to  the  Army  for  the  information  and  guidance  of 
all  concerned. 

So  much  of  Special  Regulations  No.  58  as  is  in  conflict  with 
these  instructions  is  rescinded. 
[243,  A.  G.  O.] 

By  order  of  the  Secretary  of  War  : 

PEYTON  C.  MARCH. 
Major  General,  Acting  Chief  of  Staff. 
Official  : 

H.  P.  McCain, 

The  Adjutant  General. 
2 


TABLE  OF  CONTENTS. 


Paragraph, 

Section     I.  General  provisions 1-4 

Section   II.  Pay  cards 5-11 

Section  III.  Payrolls 12-18 

3 


SRUB 

uRi; 
PREPARATION  OF  PAY  CARDS  AND  PAY  ROLLS. 


Section  I. 
GENERAL  PROVISIONS. 


Paragraphs. 

Preparation  of  pay  cards  and  pay  rolls  by  personnel  officer 1 

Procedure  for  companies  and  battalions  detached 2 

Partial    payments 3 

Payments  to  soldiers  separated  from  service  records 4 


1.  Preparation  of  pay  cards  and  pay  rolls  by  personnel 
officer. — Beginning  with  May  1,  1918.  accounts  of  pay  of 
enlisted  men  will  be  kept  by  personnel  officers,  who  will  also  pre- 
pare and  authenticate  pay  rolls  of  companies  and  detachments. 
Each  company  and  detachment  commander  will  turn  over  to  the 
personnel  officer  of  his  command  or  station  the  retained  pay  roll 
for  April,  191S,  or  for  the  last  month  for  which  the  company  or 
detachment  was  paid.  He  will  also  furnish  the  personnel  officer 
with  all  data  required  for  the  preparation  of  pay  cards  and  pay 
rolls,  and  will  cooperate  with  him  and  render  such  assistance 
as  may  be  necessary  to  insure  a  complete  and  accurate  account 
being  kept  of  the  pay  of  each  and  every  enlisted  man  of  his  com- 
pany or  detachment. 

2.  Procedure  for  companies  and  battalions  detached. — 
When  a  company  is  to  be  detached  from  its  battalion  or  other 
similar  unit  the  personnel  officer  will  turn  over  the  pay  cards  for 
the  men  of  the  company  and  the  retained  pay  roll  for  the  preced- 
ing month,  or  last  month  for  which  the  company  was  paid,  to  the 
company  commander  or  to  a  lieutenant  designated  by  the  com- 
pany commander  as  personnel  officer.  When  a  battalion  is  to  be 
separated  from  its  regiment  the  regimental  personnel  officer  will 
turn  over  to  the  officer  designated  by  the  battalion  commander 
as  battalion  personnel  officer  the  pay  cards  of  all  the  men  of  the 
battalion  and  the  retained  pay  rolls  for  the  preceding  month,  or 

5 


6    PREPARATION  OF  PAY  CARDS  AND  PAY  ROLLS. 

the  last  month  for  which  the  companies  of  the  battalion  were 
paid.  When  a  detached  company  or  detached  battalion  rejoins 
the  battalion  or  regiment  the  pay  cards  and  all  retained  pay  rolls 
will  be  turned  in  to  the  battalion  or  i-egimentul  personnel  officer. 
Similar  procedure  will  be  followed  when  a  company  or  detach- 
ment not  forming  a  part  of  a  separate  battalion  or  other  sepa- 
rate unit  is  detached  from  or  joins  a  command,  post,  camp,  or 
other  station. 

3.  Partial  payments. — Advance  or  partial  payments  may  be 
made  to  soldiers  under  orders  to  be  transferred  or  detached  or 
to  change  station,  when  such  payments  are  necessary  to  enable 
them  to  settle  their  post  exchange,  post  laundry,  and  other  ac- 
counts before  departure  for  their  new  station.  In  the  American 
Expeditionary  Forces  partial  payments  may  be  made  for  other 
purposes  when  so  ordered  by  the  regimental,  separate  battalion, 
or  other  similar  separate  unit  commander,  or  by  a  higher  com- 
mander. 

No  partial  payment  shall  exceed  the  proportionate  part  of  the 
unobligated  monthly  pay  which  has  accrued  on  the  date  the 
soldier  is  paid.  To  determine  the  unobligated  monthly  pay  all 
allotments,  forfeitures,  and  other  charges  against  the  soldier 
will  be  deducted  from  his  total  monthly  pay,  including  additional 
pay  for  marksmanship,  gunner  qualification,  rating,  etc.  For 
example :  If  a  soldier's  total  monthly  pay  is  $33 ;  his  allotment. 
$15 ;  insurance  premium,  $5 ;  and  forfeiture,  $5 ;  his  unobligated 
pay  would  be  $10.  If  the  partial  payment  is  to  be  made  on  the 
10th  day  of  the  month,  he  may  be  paid  not  exceeding  ten- 
thirtieths  of  this  amount,  or  $3.33.  As  a  rule,  partial  payments 
should  be  in  even  dollars.  In  the  example  stated  the  soldier 
should,  therefore,  be  paid  $3,  $2,  or  $1,  as  may  be  deemed  ad- 
visable. 

The  amount  and  date  of  each  partial  payment  will  be  entered 
on  the  soldier's  pay  card  under  "  Forfeitures,  deductions,  and 
partial  payments."  Partial  payments  in  individual  cases  will 
be  made  on  War  Department  Form  No.  369.  In  case  of  a  de- 
tachment of  10  or  more  men  a  pay  roll  for  the  detachment  will 
be  prepared  by  the  personnel  officer  in  the  manner  prorvided  by 
paragraph  17. 

4.  Payments  to  soldiers  separated  from  service  records. — 
Enlisted  men  while  changing  station  or  on  detached  service  and 
separated  from  their  service  records  on  or  after  the  last  day  of 
a  month  for  which  pay  is  due  may  be  paid  from  data  furnished 


GENERAL  PROVISIONS.  7 

by  their  pay  cards  by  the  nearest  disbursing  quartermaster  on 
War  Department  Form  No.  369,  or  in  case  of  a  detachment  of 
10  or  more  men  on  a  detachment  pay  roll.  The  quartermaster 
making  payments  in  such  cases  will  fill  out  and  sign  the  next 
indorsement  on  the  pay  card  of  each  soldier  and  will  report  the 
fact,  date,  and  amount  of  such  payments  by  letter  to  the  officers 
holding  the  service  records  of  the  men  or  to  whom  the  service 
records  were  forwarded,  who  will  deliver  the  letter  with  the 
pay  cards  to  the  personnel  officer  upon  arrival  of  the  men.  This 
privilege  will  only  be  exercised  when  soldiers  are  unable  to  secure 
their  pay  in  the  regular  manner. 


Section  II. 
PAT  CARDS. 


Paragraphs. 

Opening  of  pay  cards B 

Binders  for  pay  cards 6 

Procedure  for  keeping  record  of  pay  of  enlisted  men 7 

Absences •   7a 

Appointments,  promotions,  ratings,  etc 7& 

Allotments 7c 

Charge  sheets  in  case  of  trials  by  summary  courts-martial 7(f 

General  and  special  courts-martial  orders 7e 

Statement  of  charges If 

Miscellajieous  charges 7g 

Indorsement  an  pay  card  in  case  of  transfer  or  detachment 8 

Transmission  of  pay   card  to  new  personnel  officer 9 

Disposition  of  pay  card  in  case  of  discharge,  etc 10 

Procedure  in  case  of  loss  of  pay  card 11 


5.  Opening  of  pay  cards. — A  pay  account  for  each  enlisted 
man  of  the  Army  will  be  opened  on  the  new  form  of  pay  card 
(Form  No.  644,  A.  G.  O.)  as  soon  as  the  cards  are  received.  For 
men  entering  the  service  in  the  future  the  pay  accounts  will  be 
opened  on  this  form  upon  enlistment  or  reenlistment  or  upon 
entry  into  active  service  in  case  of  reservist.  Notation  of 
changes  in  pay  status  of  enlisted  men  will  be  made  on  the  pay 
card  from  day  to  day  or  as  the  changes  occur. 

The  grade  and  organization  of  the  soldier  will  be  written 
lightly  in  pencil  immediately  below  his  name  at  the  bottom  of 
the  pay  card  and  corrected  from  time  to  time  as  may  be  neces- 
sary. 

Pending  receipt  of  the  new  pay  cards,  data  for  the  prepara- 
tion of  pay  rolls  will  be  kept  by  personnel  officers  in  memo- 
randum form. 

6.  Binders  for  pay  cards. — Pay  cards  will  be  habitually  kept 
in  loose-leaf  binders,  for  which  purpose  company  and  detach- 
ment commanders  will  turn  over  to  the  personnel  officers  the 
loose-leaf  binders  now  used  by  them  for  keeping  delinquency 
records  (Q.  M.  C.  Form  509).  The  punched  end  of  the  delin- 
quency record  card  will  be  cut  off  so  as  to  make  the  card  the 
same  length  as  the  service  record,  with  which  it  will  hereafter 
be  filed.    The  pay  cards  will  be  arranged  alphabetically  in  the 

8 


PAT  CARDS.  9 

binders  without  regard  to  rank,  a  separate  binder  being  pro- 
vided for  each  company  and  detachment. 

7.  Procedure  for  keeping  record  of  pay  of  enlisted 
men. — The  following  procedure  will  be  observed  in  keeping  the 
record  of  pay  of  enlisted  men  to  insure  the  record  being  complete 
and  up-to-date. 

(a)  Abficnccs. — Each  absence  affecting  a  soldier's  pay  status 
reported  on  the  morning  report  will  be  noted  under  "  Forfei- 
tures, deductions,  and  partial  payments  "  on  the  pay  card  of  the 
absentee  by  the  personnel  officer,  who  will  affix  his  initials  im- 
mediately above  the  name  of  the  absentee  in  the  remarks  on  the 
morning  report,  to  indicate  that  the  notation  has  been  made  on 
tJie  pay  card. 

(b)  Appointments,  promotions,  ratings,  etc. — All  orders  an- 
nouncing appointments,  promotions,  reductions,  ratings,  extra- 
duty  details,  etc..  and  other  communications  affecting  in  any  way 
the  pay  of  enlisted  men  will  pass  through  the  personnel  officer, 
who  will  write  or  stamp  on  the  copy  furnished  to  the  company 
or  detachment  commander  concerned  the  words  "  Entered  oa 
pay  card,"  adding  his  initials.  Information  concerning  ap- 
pointments by  a  company  or  detachment  commander,  such  as 
appointment  of  first  sergeant,  bugler,  mechanic,  etc.,  that  change 
the  pay  status  of  enlisted  men,  will  be  taken  by  the  personnel 
officer  from  copies  of  company  orders  submitted  with  the  morn- 
ing report,  the  personnel  officer  affixing  his  initials  on  the  morn- 
ing report  above  the  name  of  each  man  concerned,  to  indicate  to 
the  company  or  detachment  commander  that  the  changes  have 
been  noted  on  the  pay  cards.  In  entering  changes  of  status  of 
enlisted  men  on  morning  reports  the  surnames  only  will  be  given, 
except  in  cases  where  there  are  two  or  more  men  of  the  same 
name  in  the  company  or  detachment,  when  the  surnames  will 
be  followed  by  the  initials,  i.  e.,  "  Sgt.  Smith,  J.  M.,  aptd  1st  Sgt" 

(c)  Allotments. — The  duplicate  applications  for  allotments, 
all  classes,  and  for  insurance  will  be  sent  to  the  regimental  or 
other  headquarters  with  the  morning  report  on  the  day  follow- 
ing the  mailint;  of  the  original  applications  to  the  department 
or  division  commander.  The  personnel  officer  will  enter  the 
amounts  of  the  allotments  and  Insurance  premiums  on  the  pay 
cards  of  the  men  and  will  return  the  duplicate  applications  to 
the  company  or  detachment  commander  with  the  morning  re- 
port, after  writing  or  stamping  on  the  applications  the  words 
"  Entered  on  pay  card,"  followed  by  his  initials. 

5640G— IS 2 


10   PREPARATION  OF  PAY  CARDS  AND  PAY  ROLLS. 

When  communications  announcing  action  by  the  Bureau  of 
War  Rislc  Insuriince  on  an  applicntion  for  the  discontinuance 
of  or  change  in  an  allotment,  or  when  an  acknowledgment  from 
the  depot  quartermaster,  Washington,  D.  C,  that  an  allotment 
has  been  discontinued  prior  to  the  expiration  of  the  allotment 
period  is  received,  or  when  a  class  E  allotment  has  run  for  the 
full  period  for  which  granted,  tlie  company  or  detachment  com- 
mander will  send  the  communication,  acknowledgment,  or  du- 
plicate allotment  (Q.  M.  C.  Form  3S),  as  the  case  may  be,  to 
the  personnel  officer  with  the  morning  report.  The  personnel 
officer  will  enter  the  action  taken  on  the  pay  card  of  the  sol- 
dier and  will  return  the  communication,  acknowledgment,  or 
duplicate  allotment  form  to  the  company  or  detachment  com- 
mander after  writing  or  stamping  thereon  the  words  "  Entered 
on  pay  card,"  followed  by  his  initials. 

(d)  Charge  sheets  in  case  of  ti-ials  "by  summary  courts-mar- 
Hal. — In  case  of  trial  by  summary  court-martial  the  copy  of  the 
charge  sheet  completed  as  a  copy  of  the  summary  court  record 
for  the  company  or  detachment  commander  will  pass  through 
the  personnel  officer,  who,  after  entering  on  the  pay  card  the 
amount  of  any  forfeiture,  will  write  or  stamp  on  the  charge 
sheet  the  words  "  Entered  on  pay  card,"  followed  by  his  initials. 

(e)  General  and  special  courts-martial  orders. — All  general 
and  special  courts-martial  orders  will  pass  to  the  company  or 
detachment  commander  through  the  personnel  officer,  wiio,  after 
entering  on  the  pay  card  the  amounts  of  all  forfeitures,  if  any, 
will  write  or  stamp  on  the  orders  the  words  **  Entered  on  pay 
card,"  followed  by  his  initials. 

(/)  Statement  of  charges. — When  charges  are  to  be  entered  on 
the  pay  roll  against  enlisted  men  for  public  property  lost  or  dam- 
aged through  neglect  or  carelessness  (par.  6S6  A.  R. ),  a  state- 
ment of  charges  on  Form  No.  602,  A.  G.  O.,  will  be  opened  by  the 
company  or  detachment  commander  on  the  day  that  the  first 
charge  for  the  month  is  made  and  closed  on  the  last  day  of 
the  month.  The  statement  of  charges  containing  the  entries 
for  the  day  will  be  submitted  with  the  morning  report  to 
the  personnel  officer,  who  will,  after  entering  the  data  on 
appropriate  pay  cards,  affix  his  initials  opposite  the  name  of 
each  man  on  the  statement  of  charges  and  return  the  state- 
ment of  charges  to  the  company  or  detachment  commander 
with  the  morning  report.  This  procedure  will  be  followed  for 
each  charge  during  the  month.     Pending  revision  of  the  form 


PAY  CAEDS.  U 

for  statement  of  charges,  a  column  will  be  ruled  In  the  space 
provided  for  "  Cause  of  charge  "  and  headed  "  Initials  of  per- 
sonnel officer." 

Charges  for  clothing  and  articles  of  the  individual  mess  equip- 
ment found  to  be  missing  when  a  soldier  is  discharged,  dies, 
deserts,  or  is  otherwise  separated  from  the  service  will  not  be 
entered  on  statement  of  charges.  In  such  cases  the  company  or 
detachment  commander  will  prepare  a  certificate  enumerating 
the  articles  found  to  be  missing,  giving  prices  thereof,  and  submit 
the  certificate  to  the  personnel  officer  with  tlie  morning  report. 
The  personnel  officer  will  enter  the  total  amount  on  the  pay  card 
of  the  soldier,  write  or  stamp  on  the  certificate  the  words  "  En- 
tered on  pay  card,"  followed  by  his  initials,  and  will  return  the 
certificate  to  the  company  or  detachment  commander  with  the 
morning  report,  for  file  with  the  individual  equipment  record 
of  the  soldier. 

(g)  M iscellaneous  charges. — All  reports  of  stoppages,  charges, 
or  changes  in  soldier's  pay  status  not  enumerated  above  will  be 
forwarded  to  the  personnel  officer,  who  will  write  or  stamp  on 
such  report  the  words  '  Entered  on  pay  card,'  followed  by  his 
initials,  and  return  reports  to  the  company  or  detachment  com- 
mander, or  to  the  office  from  which  received. 

8.  Indorsement  on  pay  card  in  case  of  transfer  or  detaeli- 
ment. — When  a  soldier  is  to  be  transferred  or  detached  the  per- 
sonnel ofilcer  will  fill  out  and  sign  one  of  the  indorsements  on  his 
pay  card,  sliowing  date  of  indorsement,  date  to  which  he  was  last 
paid  in  full,  and  the  name,  rank,  and  organization  of  the  officer 
by  whom  paid.  If  the  soldier  has  not  been  paid  in  full  since  he 
joined  the  company  or  detachment  from  which  he  is  to  be  trans- 
ferred or  detached  the  personnel  oflicer  will  not  fill  out  a  new 
indorsement,  but  will  affix  his  signature,  preceded  by  the  date, 
in  the  space  between  the  signature  to  the  last  indorsement  and 
the  date  line  for  the  succeeding  indorsement.  If  the  soldier  has 
not  been  paid  in  fxill  since  date  of  enlistment  or  since  entry  in 
the  active  service  in  the  case  of  reservist  or  retired  soldier 
called  into  active  service,  the  personnel  officer  will  affix  his  sig- 
nature, preceded  by  the  date,  in  the  space  immediately  above 
the  date  line  for  the  first  indorsement. 

Partial  payments  will  not  be  shown  in  indorsements  on  pay 
cards,  such  payments  with  dates  and  amounts  being  entered 
under  "  Forfeitures,  deduction,  and  partial  payments." 


12        PREPARATION  OF  PAY  CARDS  AND  PAY  ROLLS. 

9.  Transmission  of  pay  card  to  new  personnel  officer. — 

The  pay  card  indorsed  as  provided  in  the  precediu;;  paragraph 
will  be  delivered  by  the  personnel  ollicer  to  the  company  or  de- 
tachment commander,  who  will  copy  on  Form  No.  29a,  A.  G.  O. 
(Extract  from  service  record)  so  much  of  the  data  on  the  pay 
card  as  may  be  necessary  for  the  preparation  of  his  indorsement 
on  the  soldier's  service  record.  If  the  soldier  is  a  meujber  of  a 
party  to  be  transferred  or  detached,  his  pay  card  will  be  turned 
over  by  the  company  or  detachment  commander  to  the  oflicer  or 
noncommissioned  officer  in  command  of  the  party.  If  he  is  to 
travel  alone,  or  if  no  oflicer  or  noncommissioned  officer  be  placed 
in  command  of  his  party,  the  card  inclosed  in  a  sealed  envelope 
will  be  turned  over  to  the  soldier.  Upon  arrival  of  the  party 
or  the  individual  soldier  at  the  new  station  the  pay  card  will  be 
delivered  to  the  new  company  or  detachment  commander,  who 
will,  when  practicable,  compare-  the  entries  thereon  with  the 
service  record  and  transmit  the  pay  card  to  the  new  personnel 
oflicer. 

If  tlirough  any  reason  a  soldier  is  separated  from  his  com- 
mand without  his  pay  card,  as  for  example,  should  he  be  left 
sick  in  a  hospital,  public  or  private,  his  pay  card,  indorsed  as 
provided  in  the  preceding  paragraph,  will  be  forwarded  directly 
to  him  without  delay  by  his  company  or  detachment  commander, 
who  will  so  inform  the  officer  to  whom  he  forwards  the  soldier's 
eervice  record. 

10.  Disposition  of  pay  card  in  case  of  discharge,  etc. — 
When  a  soldier  is  to  be  discharged,  dies,  or  is  otherwise  sepa- 
rated from  the  service,  the  personnel  officer  will  fill  out  the  next 
indorsement  on  the  pay  card  and  deliver  the  card  to  the  com- 
pany or  detachment  commander,  who,  after  preparing  final 
statements,  will  forward  the  card  to  The  Adjutant  General 
of  the  Army  with  the  soldier's  service  record,  or  in  case  of  dis- 
charge, etc.,  prior  to  July  1,  1918,  will  file  it  with  the  soldier's 
service  record  in  the  company  or  detachment.  When  a  soldier  is 
furloughed  to  the  reserve,  or  relieved  from  active  service  in  case 
of  reservist,  his  pay  card,  properly  indorsed,  will  be  forwarded 
with  the  service  record  by  the  company  or  detachment  com- 
mander to  the  officer  charged  wifh  keeping  reservist  records. 

11.  Procedure  in  case  of  loss  of  pay  card. — When  a  pay 
card  is  lost,  misplaced,  or  destroyed,  a  temporary  pay  card  will 
be  opened  by  the  personnel  oflicer  from  data  obtained  from  the 
service  record  and  other  available  records.  The  personnel  officer 
opening  the  card  will  write  the  word  "  Temporary  "  above  the 


PAY  CARDS. 


13 


words  "  Pay  Card  "  in  the  caption,  and  will  make  the  following 
certificate  in  the  space  provided  for  the  first  indorsement: 
"  I  certify  that  the  entries  on  this  card  are  correct." 

Upon  recovery  of  the  original  pay  card  it  will  be  brought  up 
to  date  from  data  on  the  temporary  pay  card  and  the  latter  will 
be  canceled  and  filed  with  the  records  of  the  company  or  detach- 
ment to  which  the  soldier  belongs. 


Section  III. 
PAY  ROLLS. 


rara  graphs. 

Spparate  pay  rolls  for  companies  and  detachments 11 

Time  for  starting  preparation  of  pay  rolls  and  method  of  entering 

data 12 

Ruled   columns  and    remarks 13 

Allotments  and  insurance  premiums 14 

Certificates  on   pay   roll 15 

I'artial -payment    rolls 16 

Charges  on  monthly  pay  roll  for  partial  payments 17 


12.  Separate  pay  rolls  for  companies  and  detachments. — 

Separate  pay  rolls  will  be  prepared  for  each  company  or  detach- 
ment as  heretofore.  The  provisions  of  Special  Regulations  No. 
58  will  jcovern  except  an  provided  in  these  instructions. 

13.  Time  for  starting  preparation  of  pay  rolls  and 
method  of  entering  data. — The  preparation  of  pay  rolls  for 
the  luoulh  will  begin  on  the  first  day  of  the  month,  the  names  of 
ail  men  present  with  the  company  or  detachment  on  that  date 
and  of  all  absentees  that  will  probably  rejoin  before  the  end  of 
the  month  being  entered  on  the  rolls.  Additional  pay  for  marks- 
mansiiip,  gunner  qualifications,  ratings,  etc.,  deductions  for  allot- 
ments, insurance  premiums,  uncollected  fines,  etc.,  and  all  other 
data  on  roll  for  preceding  month  that  alTects  the  pay  for  the 
ensuing  month  will  be  carried  forward  to  the  new  roll  when 
opened.  Additional  entries  will  be  made  from  day  to  day  or 
as  changes  occur  so  that  the  roll  will  be  kept  up  to  date.  In 
case  the  space  provided  proves  insufhcient  for  the  remarlcs  per- 
taining to  any  enlisted  man  his  name  with  entries  relating 
thereto  will  be  transferred  to  the  end  of  the  roll,  the  name  with 
entries  in  the  body  of  the  roll  being  stricken  out. 

If  an  enlisted  man  is  discharged  or  transferred  or  otherwise 
separated  from  the  company  or  detachment  before  the  end  of 
the  month  or  before  the  company  or  detachment  is  paid,  the  word 
"transferred,"  "discharged,"  or  "died,"  etc.,  as  the  case  may 
be,  will  be  written  immediately  below  his  surname.    The  facts 

u 


PAY  ROLLS. 


15 


regarding  the  transfer  or  separation  from  the  service  will  be 
stated  in  remarlis  and  a  line  drawn  through  the  space  provided 
for  the  signature  of  the  soldier. 

The  names  of  men  that  join  or  rejoin  the  company  or  detach- 
ment during  the  month  will  be  entered  ut  the  end  of  the  roll 
without  regard  to  rank  or  alphabetical  order.  The  names  of 
men  that  join  after  the  end  of  the  month  and  before  payment 
is  made,  if  such  men  have  pay  due  for  the  month  covered  by 
the  roll,  will,  if  practicable,  be  entered  at  the  end  of  the  roll 
and  paid  with  the  company  or  detachment, 

14.  Raled  columns  and  remarks. — Pending  the  prepara- 
tion of  new  form  for  pay  rolls,  seven  columns  will  be  ruled  in 
the  space  provided  for  remarks  on  the  present  pay  roll,  and 
column  headings  will  be  inserted  as  follows : 


Amounts  of  allotments. 

Army 
serial 
No. 

War  risk  allots. 

Army  allots.  CI 

E. 

Class 

A 
Comp. 

Class 

13 
Vol, 

Ins. 
prams. 
C.&D. 

Lib.  Bd.  Arts. 

All  other 
allots. 

F.  R.  Ck. 

2nd. 

Sec.  Tr. 
3rd. 

An  additional  column  may  also  be  ruled  for  stating  partial 
payments  as  provided  in  paragraph  17.  In  such  cases  the 
column  for  Army  serial  number  will  be  ruled  in  the  column 
provided  for  "  Names,  present  and  absent,  and  rank." 

In  making  entries  on  the  roll,  the  soldier's  name.  Army  serial 
number,  date  of  enlistment,  and  enlistment  period  will  be 
written  in  the  upper  half  of  the  space  between  two  of  the  lateral 
(dotted)  lines,  the  lower  half  of  this  space  being  used  for  re- 
marks, which  will  commence  one  inch  from  the  left  margin  and 
will  continue  to  but  not  into  the  first  allotment  column.  Two 
or  more  spaces  may  be  used  for  one  name,  if  one  space  proves 
insufficient  for  the  remarks  pertaining  thereto. 

15.  Allotments  and  insurance  premiums. — Personnel  oflB- 
cers  will  enter  amounts  of  allotments  of  each  class  in  the  appro- 
priate columns.     Amounts  of  Government  insurance  premium 


16   PREPARATION  OF  PAY  CARDS  AND  PAY  ROLLS. 

(class  C  allotment)  and  of  allotments  (class  D)  for  paj'ment  of 
insurance  premiums  on  policies  in  private  companies,  societies, 
or  associations  will  be  entered  separately  but  in  the  same 
column,  the  letter  "  D "  being  inserted  before  the  amount  to 
Indicate  a  premiuui  of  the  latter  class.  The  absence  of  the  letter 
"  D  "  before  an  amount  in  this  column  will  indicate  a  class  "  C  " 
allotment ;  i.  e.,  allotment  for  payment  of  Government  insur- 
ance premium. 

In  the  column  headed  "All  other  allots."  there  will  be  entered 
all  allotments  made  on  Q,  M.  C.  Form  38,  except  allotments  for 
Liberty  Loan  Bonds  made  to  Federal  Ueserve  Bank  and  to  the 
Secretary  of  the  Treasury.  In  case  payment  is  being  made  for 
two  or  more  months,  personnel  officers  will  enter  the  total 
amount  of  each  class  of  allotments  to  be  collected  and  not  the 
monthly  rates.  No  remarks  regarding  allotments  will  be  en- 
tered except  to  correct  errors  on  previous  rolls  or  when  pay- 
ment is  being  made  for  more  than  one  month  and  one  or  more 
allotments  have  commenced  or  terminated  within  period  for 
which  paid. 

16.  Certificates  oa  pay  roll. — The  certificate  as  to  the  cor- 
rectness of  the  entries  on  pay  rolls  will  be  signed  by  the  per- 
sonnel officer  instead  of  the  company  or  detachment  commander 
as  heretofore  required. 

The  certificate  of  inspecting  and  mustering  officer  on  the  pres- 
ent foriT!  for  pay  roll  will  be  left  blank,  muster  for  pay  having 
been  discontinued. 

The  certificates  of  witnessing  officer  will  be  signed  by  the  ofli- 
cer  witnessing  tlie  payment,  who  should  be  the  company  or  de- 
tachment commnnder,  or  a  lieutenant  designated  by  him. 

17.  Partial-payment  rolls. — Pending  the  preparation  of 
new  forms  for  pay  rolls,  the  word  "  partial  "  will  be  inter- 
polated before  the  word  "pay"  on  the  brief  and  also  in  the 
caption  of  the  present  pay  roll  when  these  rolls  are  used  for 
partial  payments  under  the  provision  of  paragraph  3.  In  stat- 
ing accounts  for  partial  payments  on  pay  rolls,  and  also  on  the 
individual  pay  voucher  (W.  D.  Form  No.  369),  no  remark.^  or 
charges  of  any  kind  aatII  be  entered  on  the  roll  or  voucher. 
Partial-payment  rolls  and  vouchers  will  show  merely  the  amounts 
to  be  paid,  which  will  be  entered  by  the  personnel  officer  in  the 
column  headed  "Balance  paid,"  the  names,  grades,  dates  of  en- 
listment, enlistment  periods,  Army  serial  numbers,  and  the  signa- 
tures of  the  soldiers. 


I 


PAY  ROILS.  17 

The  following  will  be  added  to  the  certificate  of  the  personnel 
officer  as  to  the  correctness  of  the  entries  on  partial-payment 
roll :  "  The  amounts  set  opposite  the  name  of  each  soldier  on  this 
roll  have  been  charged  against  him  on  his  pay  card."  That  part 
of  the  printed  certificate  relating  to  last  payment  will  be  stricken 
out,  A  similar  change  will  be  made  in  the  certificate  of  the 
quartermaster  when  partial  payment  is  made  on  individual 
vouchers  (W,  D.  Form  No.  369). 

18.  Charges  on  monthly  pay  roll  for  partial  payments.— 
The  amounts  of  partial  payments  will  be  entered  in  "  Remarks  " 
on  the  next  monthly  pay  roll  of  the  company  or  detachment  or 
the  next  roll  on  which  the  men  are  paid  in  full,  as  follows: 

"  Due  TJ.  S.  part  pmt.  $ ."    If  a  number  of  men  of  the  same 

company  or  detachment  have  received  partial  payments,  the 
amounts  of  such  payments  may  be  entered  in  a  column  specially 
ruled  for  this  purpose  instead  of  in  the  "Remarks."  (See 
par.  14.) 

The  amounts  charged  against  the  soldier  on  account  of  partial 
payments  received  since  last  payment  in  full  will  be  dropped 
from  the  total  pay  due,  in  the  same  manner  that  allotments  are 
dropped,  will  not  be  reported  on  any  abstract,  and  will  not  be 
taken  up  as  collections. 


INDEX. 


Paragraphs. 

Absences,  notations  relating  to 7 

Allotments : 

Duplicate  applications 7 

Entry  of,  on  pay  rolls 35 

American  Expeditionary  Forces,  partial  payments  for 3 

Appointments,  promotions,  ratings,    etc.,   entry   of   orders   relat- 
ing to 7 

Army  serial  number,  entry  on  pay  rolls 14 

B. 

Battalions,  procedure  for  detached,  pay  cards  and  pay  rolls 2 

Blank  forms,  references  to 3,  4,  5,  6, 7, 15, 17 

Binders  for  pay  cards 6 

C. 

Certificates  on  pay  rolls 16 

Charge  sheets  in  case  of  trials  by  summary  courts-martial 7 

Charges : 

Relating  to  partial  payments 18 

Statement  on  pay  rolls 7 

Columns  and  remarks  on  pay  rolls 14 

Companies  and  detachments,  separate  pay  rolls  for 12 

Companies,  procedure  for  detached,  pay  cards  and  pay  rolls 2 

Courts-martial  orders,  entry  of 7 

D. 

Detached  enlisted  men,  indorsement  on  pay  cards  in  case  of 8 

Discharge  of  enlisted  men,  disposition  of  pay  card  in  case  of 10 

Disposition  of  pay  card  in  case  of  discharge,  etc 10 

E. 

Enlisted  men : 

Accounts  of  pay  of 1 

Advance  or  partial  payments 3 

Disposition  of  pay  card  in  case  of  discharge,  etc 10 

Opening  of  pay  cards 5 

Procedure  for  keeping  record  of  pay  of 7 

Separated  from  service  records,  payments 4 

Entering  data  on  pay  rolls,  method  of 13 

19 


80  INDEX. 


Paragraphs. 
Forms,   blank,   references   to 3,4,5,6,7,15,17 

I. 

Indorsement  on  pay  cards  In  case  of  transfer  or  detachment 3 

Insurance  premiums,  entry  of 15 

O. 

Officers,  personnel : 

Certificates  to  be  signed  by 16 

Preparation  of  pay  cards  and  pay  rolls ] 

Transmission  of  pay  cards  to  new 9 

Opening  of  pay  cards 5 

P. 

Partial-payment  rolls 17 

Partial  payments : 

Amounts,  how  entered 18 

How  made 3 

Pay  accounts,  opening  of,  on  new  form  pay  card 5 

Pay  cards : 

Binders  for 6 

Detached  companies  and  battalions 2 

Disposition  of,  in  case  of  discharge,  etc 10 

Indorsement,  in  case  of  transfer  or  detachment S 

Notation  of  changes  in  pay  status  of  enlisted  men  to  be  made 

on 5 

Opening  of 5 

Preparation,  by  personnel  officers 1 

Procedure  in  case  of  loss  of 11 

Transmission  of,  to  new  personnel  officer 9 

Pay  of  enlisted  men  : 

How  to  determine  unobligated  monthly  pay 3 

Procedure  for  keeping  record  of 7 

Pay  rolls : 

Certificates  on IG,  17 

Charges  on,  for  partial  payments 18 

Data  for  preparation  of,  how  kept 5 

Method  of  entering  data 13 

Preparation 1,  12,  13, 14,  17 

Retained,  detached  companies  and  battalions 2 

Separate,  for  companies  and  detachments 12 

Time  for  starting  preparation 13 

Payments : 

Advance  or  partial 3, 18 

Soldiers  separated  from  service  records 4 

Preparation  of  pay  cards 1 

Preparation  of  pay  rolls  : 

By  personnel  officers 1 

Time  for  starting 13 

New    forms 17 


INDEX.  21 

Paragraphs. 

Procedure  for  companies  and  battalions  detached '2 

Procedure  for  keeping  record  of  pay  of  enlisted  men  : 

Absences    Ta 

Appointments,  promotions,  ratings,  etc 76 

Allotments 7c 

Charge  sheets  in  case  of  trials  by  summary  courts-martial Id 

General  and  special  courts-martial  orders 7e 

Statement  of  charges If 

Miscellaneous    charges 7,7 

Procedure  in  case  of  loss  of  pay  card 11 

R. 

Record  cards,  delinquency,  filed  with  service  records 6 

Remarks,  columns  in  space  for 14 

Ruled  columns  and  remarks 14 

S. 

Service  records : 

Piled  with  delinquency  record  cards 6 

Payments  to  soldiers  separated  from 4 

Statement  of  chargps 7 

T. 

Temporary  pay  card 11 

Transfer  of  enlisted  men,  indoreement  on  pay  cards  in  case  of 8 

Transmission  of  pay  cards  to  new  personnel  officer 9 


UC  SOUTHERN  REGIONAL  LIBRARY  f  ACILITY 


D    000  863  250    7 


